Mail Services

Supervisor: Erik Simonsen

Mail Room Hours: 7:45 AM - 4:30 PM
Mail Room Phone: 715-836-5489
Email: simonsee@uwec.edu

Overview:

Mail Services is responsible for the daily pickup, delivery and sorting of incoming and outgoing U.S. and campus mail. Mail Services processes outgoing mail valued at approximately $425,000 annually. They average 7,250 pieces of outgoing mail daily. Incoming mail is estimated at 9,000 pieces daily. In addition they handle an average of 2,400 pieces of interdepartmental mail daily.

University Mail Policies:

Campus mail envelopes should be used for all routine on-campus correspondence.
Outgoing official university mail in #10 regular white envelopes will be sealed when postage is affixed in the mail room. Envelopes larger or smaller than the #10 regular white envelope must be sealed by the sender. All outgoing mail must have a departmental address and account number in the upper left hand corner of the envelope.
Advance arrangements should be made with Mail Services for large or bulk mailings at reduced rates.

Delivery Services and Policies:

Mail Services delivers to the addressee's mail-receiving point:
- all U.S. mail received daily, and
- on-campus addressed communications in campus-mail envelopes.
Mail Services delivers to mail-receiving points the following types of communications not addressed to individuals but designated for distribution to all faculty, or all staff, or all personnel:
- official publications, notices, or bulletins of the University (administrative offices, official committees, or campus organizations), when delivery is requested and the communication is signed by faculty or academic staff who takes responsibility for it;
- informational (professional) literature when signed by faculty or academic staff who takes responsibility for its content; and
- literature and other items considered to have potential professional value, even when provided by commercial sources off-campus. Note: Unsigned notices, promotional materials, or "want ad" types of notices will not be accepted for distribution. No political material of any kind will be distributed.

Delivery/Collection Schedule:

Mail is delivered and collected in department and administrative offices between 11 AM and 2 PM, Monday through Friday. Mail is collected between 1:30 PM and 2 PM at designated drop boxes in the following buildings: Human Sciences and Services, Hibbard, and Phillips. Mail will be picked up at the Schofield drop box at 2:45pm.

Note: Personal U.S. mail and UPS services are offered at the University Service Center in Davies Center.

Bulk Mail Statement

Bulk Mail Service – The term "Bulk Mail" refers to quantities of mail prepared for mailing with reduced postage. The term "Bulk Mail" means discounted First-Class Mail® and advertising mail (called Standard Mail® by the Postal Service™). The Postal Service offers discounts for bulk mailings because you do some of the work that otherwise would have to be done by the Postal Service (for example, sorting the mail by ZIP Code™ or transporting the mail to a different Postal facility). Everyone benefits from this "work sharing." Mailers make an investment in time and technology, and the Postal Service's expenses are reduced and you pay less postage.

To mail at bulk prices, you need to:

Get a mailing permit (permission to mail) and pay an annual mailing fee.
Pay postage using one of several very convenient methods: pre-canceled stamps, postage meter, or permit imprint.
Make smart choices about the size, shape, and weight of your mail piece.
Ensure that your mailing information is accurate.
Presort the mail pieces (separate or sort your mail by ZIP Codes).
Take your mail to the Post Office of your mailing permit.

Recently, UW-Eau Claire made the decision to get out of the business of processing bulk mail. After doing extensive analysis, it was determined that Mail Services would have to severely raise its bulk mail service rates in order to cover labor, equipment and software costs. In contrast, the analysis showed that through competitive bidding departments should incur a much more competitive new rate that would ultimately translate into a cost savings to the campus to outsource all Bulk Mailing preparation. L&M Mail Services is currently under contract with UW-Eau Claire's Mail Services through the end of the fiscal year 2012.They use UW-Eau Claire's permit number. Mail Services, in turn, charges departmental accounts through the monthly charge back process. We will continue utilizing L&M to handle the campuses bulk mail needs through the end of fiscal year 2012.

During spring semester, 2012, we will conduct a sealed bid process to handle bulk mail for the entire campus. The vendor will be required to maintain a separate permit number for all UW-Eau Claire business and will invoice departments directly. Once the contract is in place, individual departments will contact the vendor directly to have their bulk mail processed. Departments will continue to place their bulk mail in the appropriate place for Mail Services to pick up. Mail Services will continue to pick up all bulk mail. The Vendor will pick up the bulk mail to be processed from Mail Services the end of the working day.

Once the new bid has been awarded and the new fiscal year is about to begin, we will send an additional email out delineating the new process. In the meantime, feel free to contact Erik Simonsen at 836-4383 if you have questions or concerns.